Batch Enrolling Learners into an Event

Overview

Need to enrol an entire team or multiple individuals at once? This guide explains how to batch enrol learners into an event, saving you time when you need to add groups of people to a session.

Pre-requisites

Before batch enrolling learners, ensure you have the necessary permissions and that the event has available capacity.

Role Requirements

💡 Tip: Managers can batch enrol their direct reports if the session's "Who can enrol users" setting includes Managers.

When to Use Batch Enrolment

Batch enrolment is ideal when you need to:

• Enrol an entire team in mandatory training

• Add multiple individuals to an event without enrolling them one by one

• Populate an event with a mix of teams, groups, and specific individuals

• Quickly set up attendance for a pre-planned training session

• Enrol all members of an advanced grouping

Quick Start Guide

1. Navigate to Manage → Events in the sidebar

2. Open the event you want to add learners to

3. Click the three-dot menu (⋮) in the top-right corner

4. Select Batch enrol

5. Search for and select teams, groups, or individuals

6. Click Enrol to add all selected learners

How to Batch Enrol Learners

Step 1: Access Batch Enrol

1. Navigate to your event

2. Click the three-dot menu (⋮) in the top-right corner

3. Select Batch enrol

Step 2: Select Learners

In the dialogue that appears, you can add learners by:

Teams

• Search for and select entire teams

• All members of the selected team will be enrolled

• Optionally include sub-teams to enrol nested team members as well

Advanced Groupings

• If your company uses advanced groupings, you can select these

• All members of the grouping will be enrolled

Individuals

• Search for specific people by name

• Select individual users to add them to your selection

Entire Company

• For company-wide mandatory training, you can select all active users

Step 3: Review and Confirm

1. Review your selections in the summary

2. Check the total number of learners being enrolled

3. If the session has limited capacity, verify there are enough spaces

4. Click Enrol to add all selected learners

Session Selection

If your event has multiple sessions:

• All Sessions events: Learners are enrolled to all sessions at once

• Selected Sessions events: You'll be asked which session to enrol learners into

For Selected Sessions events, you can run batch enrolment separately for each session if needed.

Capacity Considerations

Limited Capacity Sessions

When batch enrolling into sessions with limited spaces:

• Learn Amp will enrol learners up to the available capacity

• If you're enrolling more learners than available spaces:

  • Learners are enrolled on a first-selected basis

  • Remaining learners are placed on the waitlist (if enabled)

  • You'll see a notification about waitlisted learners

Admin Reserved Spaces

If the session has admin reserved spaces, these are available for batch enrolment even when the public spaces are full.

What Happens After Batch Enrolment

Once you complete the batch enrolment:

1. Notifications sent – All enrolled learners receive an enrolment confirmation (based on notification settings)

2. Calendar invites – Learners receive ICS files to add to their calendars

3. Reminders scheduled – Learners will receive any configured reminders

4. Manager notifications – Managers are notified if this is configured in event settings

5. Waitlist processing – Any learners on waitlist are notified of their position

Tips for Batch Enrolment

Combining Selections

You can add teams, groups, and individuals in a single batch operation. The system will de-duplicate if the same person appears in multiple selections.

Large Enrolments

For very large batch enrolments (hundreds of users), the process runs in the background. You'll receive a notification when complete.

Checking Enrolments

After batch enrolling, click on the event to see the full enrolment list and verify everyone was added correctly.

Handling Duplicates

If a learner is already enrolled, they won't be enrolled again—no duplicate enrolments are created.

FAQs

Can I batch enrol learners into past events?
No, you can only batch enrol into events with upcoming sessions. Past events are locked for historical accuracy.

What if some learners are already enrolled?
Already enrolled learners are skipped. The system only adds new enrolments and won't create duplicates.

Can I batch unenrol learners?
Yes, you can select multiple enrolments from the enrolment list and use batch actions to unenrol them.

Do batch enrolled learners receive notifications?
Yes, all enrolled learners receive notifications based on your event's notification settings.

Can I batch enrol learners requiring approval?
When you batch enrol learners (as an admin), they are enrolled directly without requiring approval—the approval workflow applies only to self-enrolment.

What happens if the session is full?
Learners are placed on the waitlist if it's enabled. If waitlist is disabled and the session is full, you'll receive an error.

Troubleshooting